What's Next

Auction Close Information Auctions will close with one of the following results:

1. Another state agency claims the item(s)
2. A municipality claims the item(s)
3. A bidder wins the item(s)
4. A non-profit claims the item(s)
5. The auction will close with no results/no sale

Details on what happens after each result is as follows.  As a seller of surplus property you will play a role in these results as noted. Another State Agency Claims the Item(s):

1. The 'purchasing' agency claims the item(s) at no charge.
2. They contact the selling agency to complete the CO-64. (Auctions claimed between agencies are subject to a CO-64 Inter-Unit Transfer of Assets form, which can be found on the Office of the State Comptroller State Agency Forms Page.)
3. Once the CO-64 is complete, the ‘purchasing’ agency contacts the selling agency to arrange pickup.
4. When contacted by the buyer, go to Auctions – Closed and enter the auction number as the keyword.  NOTE:  If it doesn’t come up, change the dates under the key word for a wider date range.
5. Once you see the auction listed, click on the NOTES  section and make a note of the pickup date/time.
6. Print a copy of the Bill of Sale using the printer -  - icon.
7. When the person arrives to pick up the item, verify their I.D. and have them sign the Bill of Sale for your records.  If the person is having someone else pick up their auction, have them email the specific information to you and that is the I.D. you need to see with the pickup.
8. Once the Bill of Sale is signed, scan it and the I.D. together (place it on the bottom of the Bill of Sale) for your records. - Please Note:  If you do not have a scanner available, put the ID on the receipt and take a photo of that to upload later. 
9. Click on the NOTES -  - section of your Closed Auction.  Add the scans as attachments.
10. If you need to retire an item (asset) in Core, you can now mark that item as retired due to Sale and give the Auction # as authorization.
11. File your paperwork however appropriate for your agency for audit purposes. Paperwork needs to be retained per the CT State Library Records Retention Schedules guidelines.  If you are unsure, please contact your agency’s records management liaison officer.

A Municipality Claims the Item(s):

1. The municipality will contact the selling agency to arrange pickup.
2. When contacted by the buyer, go to Auctions – Closed and enter the auction number as the keyword.  NOTE:  If it doesn’t come up, change the dates under the key word for a wider date range.
3. Once you see the auction listed, click on the NOTES -  - section and make a note of the pickup date/time.
4. Print a copy of the Bill of Sale the printer -  - icon.
5. When the person arrives to pick up the item, verify their I.D. and have them sign the Bill of Sale for your records. If the person is having someone else pick up their auction, have them email the specific information to you and that is the I.D. you need to see with the pickup.
6. Once the Bill of Sale is signed, scan it and the I.D. together (place it on the bottom of the Bill of Sale) for your records. - Please Note:  If you do not have a scanner available, put the ID on the receipt and take a photo of that to upload later. 
7. Click on NOTES -  - section of your Closed Auction.  Add the scans as attachments.
8. If you need to retire an item (asset) in Core, you can now mark that item as retired due to Sale and give the Auction # as authorization.
9. File your paperwork however appropriate for your agency for audit purposes. Paperwork needs to be retained per the CT State Library Records Retention Schedules guidelines.  If you are unsure, please contact your agency’s records management liaison officer.

Bidder Purchases the Item(s):

1. The auction closes and the high bidder wins. 
2. Note:  The bidder may contact you to ask for tax to be removed because they are tax exempt. Email the buyer and CC the DAS Surplus Admin Team.  Direct the buyer to contact Veronica via email and she will collect the necessary paperwork to remove the tax.  We do not want them to pay until the tax has been removed.
3. The bidder will pay for their purchase online through the Public Surplus website.
4. You should receive an email saying the item has been paid, as well as being able to review the Closed Auction section of PublicSurplus.com to see the  stamp.
5. The buyer should contact you (the seller) to arrange a pickup date/time.  Always go to the Closed Auction section and verify payment and auction winner before making pickup arrangements.
6. Click on the the  stamp icon and it will bring up a receipt.
7. Scroll down to the bottom and click on the 'Print Rcpt' button.
8. It brings up a receipt with signature areas as well as a list of auctions and quantities.  Print it out for the buyer to sign at pickup.  If there are auctions listed that are not yours, please cross those off so the buyer is only signed for what they pick up from you.
9. Go to Auctions-Closed and click on NOTES  section.  Make a note of any communication, including scheduled appointments, missed appointments, etc. with the buyer.
10. When the person arrives to pick up the item, verify their I.D. and have them sign the Receipt for your records.  If the person is having someone else pick up their auction, have them email the specific information to you and that is the I.D. you need to see with the pickup.
11. Once the Receipt is signed, scan it and the I.D. together (place it on the bottom of the Receipt) for your records.
    - Please Note:  If you do not have a scanner available, put the ID on the receipt and take a photo of that to upload later. 
12. Click on NOTES  section of your Closed Auction.  Add the scan as an attachment.
13. Once the buyer picks up the item, go to your Closed Auction section and mark the empty truck -- in the Pick-Up column as Picked Up to complete the transaction.  Once marked picked up, the empty truck will now be full - .
14. If you need to retire an item (asset) in Core, you can now mark that item as retired due to Sale and give the Auction # as authorization.
15. File your paperwork however appropriate for your agency for audit purposes. Paperwork needs to be retained per the  CT State Library Records Retention Schedules guidelines.  If you are unsure, please contact your agency’s records management liaison officer.

Auction Closes with No Results:

1. You will receive an email from Public Surplus stating the auction closed with no results, do you want to relist the item?  Do not relist the item.  Ignore this email.
2. The DAS Surplus Program staff will copy the auction to relist for Non-Profits only, as well as make notes so the previous auction can be considered closed.
   *Please note:  You will receive an email as if you just created the new auction.  That is actually DAS Surplus Program staff creating a new auction for the item on your behalf.  The number will be your new auction number.

Non-Profit Claims the Item(s):

1. The non-profit organization claims the item(s) for no charge.
2. They contact the selling agency to arrange pickup.
3. When contacted by the buyer, go to Auctions – Closed and enter the auction number as the keyword.  NOTE:  If it doesn’t come up, change the dates under the key word for a wider date range.
4. Once you see the auction listed, click on the NOTES  section and make a note of the pickup date/time.
5. Print a copy of the Bill of Sale using the printer -  - icon.
6. When the person arrives to pick up the item, verify their I.D. and have them sign the Bill of Sale for your records. If the person is having someone else pick up their auction, have them email the specific information to you and that is the I.D. you need to see with the pickup.
7. Once the Bill of Sale is signed, scan it and the I.D. together (place it on the bottom of the Bill of Sale) for your records. - Please Note:  If you do not have a scanner available, put the ID on the receipt and take a photo of that to upload later. 
8. Click on NOTES  section of your Closed Auction.  Add the scans as attachments.
9. If you need to retire an item (asset) in Core, you can now mark that item as retired due to Sale and give the Auction # as authorization.
10. File your paperwork however appropriate for your agency for audit purposes. Paperwork needs to be retained per the CT State Library Records Retention Schedules guidelines.  If you are unsure, please contact your agency’s records management liaison officer.

Non-Profit Auction Closes with No Results:

DAS Surplus Program staff will evaluate these on a case by case basis to determine the next step.  You will be informed via email on what to do next.

 

Scrap/Recycle Ticket Issued

No item should ever be disposed until a CERTIFICATE OF DESTRUCTION/RECYCLE is received from DAS Surplus staff. 

If you receive a Recycle Ticket for your auction, you must use the vendor on contract to recycle electronic items.

1. You will need to fill out the vendor's docs and follow the instructions to schedule a pickup.
2. You should also attach a copy of the completed Surplus-Reallocation of Computer-Laptop-Hard Drive form.
3. Once you have a pickup scheduled with the vendor, please go to Auctions – Closed and enter the auction number as the keyword.  NOTE:  If it doesn’t come up, change the dates under the key word for a wider date range.
4. Once you see the auction listed, click on the NOTES  section and make a note of the pickup date/time.
5. The vendor will give you paperwork at the time of pickup or drop off.  Scan it and for your records.
   - Please Note:  If you do not have a scanner available, take a photo of that to upload later.
6. Click on NOTES section of your Closed Auction.  Add the scan as an attachment.
7. If you need to retire an item (asset) in Core, you can now mark that item as retired due to Recycle and give the Auction # as authorization.
8. File your paperwork however appropriate for your agency for audit purposes. Paperwork needs to be retained per the CT State Library Records Retention Schedules guidelines.  If you are unsure, please contact your agency’s records management liaison officer.

If you receive a Scrap Ticket for your auction, you must then follow the instructions on the scrap ticket to dispose of the item.  Once item is confirmed disposed, you should:

1. Go to Auctions – Closed and enter the auction number as the keyword.  NOTE:  If it doesn’t come up, change the dates under the key word for a wider date range.
2. Once you see the auction listed, click on the NOTES  section and make a note of the disposal date and the person who confirmed disposal.
        a.  If you donated this to a non-profit, please make a note to that effect and follow the following instructions for uploading a copy of the donation paperwork.
3. The vendor will give you paperwork at the time of pickup or drop off.  Scan it and for your records.
   - Please Note:  If you do not have a scanner available, take a photo of that to upload later.
4. Click on NOTES  section of your Closed Auction.  Add the scan as an attachment.
5. If you need to retire an item (asset) in Core, you can now mark that item as retired due to Scrap and give the Auction # as authorization.
6. File your paperwork however appropriate for your agency for audit purposes. Paperwork needs to be retained per the CT State Library Records Retention Schedules guidelines.  If you are unsure, please contact your agency’s records management liaison officer.